At risk: preservation of new and historical material in Canada's libraries, archives, museums and galleries

Canada’s libraries, museums, archives and galleries are “falling behind” in the digital age, says a new report by a panel of experts on what are known as memory institutions.

Released February 4, the report found vast amounts of digital information are at risk of being lost because many traditional tools are no longer adequate in the digital age.

“The rapid advances in the way information is represented digitally, the technologies for handling information, and the ways people want to use information have outpaced our public memory institutions’ ability to digitize their vast collections and stores of physical data, and to provide access to the born digital materials they are acquiring,” said Seamus Ross, dean of the University of Toronto’s Faculty of Information (iSchool) and one of the experts on the 13-member panel.

The expert panel’s final report, “Leading in the Digital World: Opportunities for Canada’s Memory Institutions,” was chaired by University of British Columbia professor Doug Owram, and released by the Council of Canadian Academies (www.scienceadvice.ca). A non-profit organization that provides expert assessments to help inform public policy making in Canada, the Council commissioned the report at the request of Library and Archives Canada.

The panel found strong public demand for Canada’s libraries, archives, galleries and museums to increase digital access to their resources and holdings. At the same time, the experts noted these institutions face challenges such as technological change, increasing pressure on resources, and what the report called “the difficult task of preserving digital files in formats that will remain accessible” in years to come. 

“Society expects instant online access to our records of government and heritage,” said Ross. “Our public memory institutions must meet this challenge if they are to safeguard and make accessible historical and heritage records for current and future generations to enable public enjoyment and government accountability.”

The panel’s key findings include:

• To keep pace with the fundamental and unavoidable digital changes that are reshaping society, Canada’s memory institutions must exercise their capacity to be leaders within and among their respective organizations
• Many of the challenges faced are rooted in technical issues associated with managing digital content, the sheer volume of digital information, and the struggle to remain relevant
• The digital world has the potential to change the relationship between memory institutions and people. The integration of a participatory culture into the daily operations of memory institutions can encourage a sustainable, authentic relationship with the public
• Collaboration is essential for adaptation. It enables memory institutions to access the vital resources required to deliver the enhanced services that users now expect in the digital age

“Overall, [the panel] determined that, to meet the challenges presented by the digital revolution, memory institutions will need to focus strategic and business planning around digital technologies,” said Owram. “There is an opportunity for these institutions to collaborate more strategically and develop interactive relationships with users, thereby enhancing content and providing meaningful experiences.”

(Read the full report in French or English.)

Kathleen O'Brien is a writer with the Faculty of Information (iSchool) at the University of Toronto.